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TENDER DOCUMENT FOR HOUSE KEEPING AND CLEANING SERVICES ON

CONTRACT BASIS AT PGP HOSTELS

NATIONAL INSTITUTE OF INDUSTRIAL ENGINEERING, MUMBAI

Ref.No: NITIE/Tender/Admin/HK/2019-20 Date: 16th

January, 2020

NOTICE INVITING TENDERS

1.Sealed Tenders are invited by the Director, NITIE, Mumbai from experienced registered

Contractors/firms/Cooperative Societies having a valid license under Contract Labour (Regulation and

Abolition) Act, 1970 for providing ‘Housekeeping AND Cleaning services at 03 PGP Hostels,

Annex-III and its surrounding/related locations’.

01 Download of tender document 16th January, 2020 15.00 PM

02 Last date of receipt of tender 10th February , 2020 17.00 PM

03 Opening of Part 1 of tenders 11th February, 2020 11.30 AM

2.Tender Form: Tender document will also be issued in person by CPSC, NITIE, Mumbai. The

tender document can be downloaded from the Institute’s website www.nitie.edu as mentioned above.

3.Visit of the Campus: Tenderers are advised to visit the PGP Hostels premises and ascertain the

nature and quantum of work before tendering.

4.Last date for receipt: The tenders are to be submitted in sealed envelopes super- scribing the name

of the work clearly so as to reach on or before 17:00 hours on February 10th

, 2020. The sealed

Tenders should be dropped in a box kept in front of Registrar’s Office, First Floor, Admin Block,

NITIE.

5.Opening of Part-I of the bid: Only Part-I (Technical Bid) will be opened at 11.30 hrs on

11/02/2020 in the presence of tenderers or their authorized representatives, who are present.

6.The Tenders received after the due date/time will not be considered under any circumstances,

they stand summarily rejected, and they will be discarded.

7.Details of Tender fee, EMD, submission of tender, etc. are indicated elaborately in the tender

document.

8.Opening of Part II of the Bid

a) After verification of Part-I (Technical Bid), price bid of only those tenderers who satisfy all

the eligibility criteria laid down in part-I and this notification will be opened. In case any document

produced in support of eligibility criteria turns out to be not genuine, EMD stands automatically

forfeited, whether before award of work or otherwise.

b) Evaluation of tender: 70% weightage will be assigned to the `Quality Assessment’(Technical

Bid) and 30% weightage will be assigned to ‘Price Bid’.

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c) Quality Assessment: Proforma has been prescribed (part of this NIT) and all the tenderers

have to obtain Certificates from the Clients, separately for each of the contracts. Contracts for which

Quality Assessment Certificates are not produced by the tenderer; such contracts will not be

considered for any purpose. If no Certificate is produced no marks will be assigned for Quality

Assessment.

d) Marks for Quality Assessment: Maximum possible score is 50 i.e. 5 mark each for the 10

factors. Arithmetic average of the total marks scored in all the contracts will be worked out and marks

will be assigned in proportion to maximum marks i.e. 70%. For example, if the average marks for a

tenderer is 40, score for Quality Assessment will be 40 x (70 / 50) = 56 marks. The contractors

secures minimum of 50 marks will be considered for the next process of price bid opening.

e) Marks for price bid: Price bid carries 30% weightage. The tenderer who quotes the lowest

price; (a) subject to compliance with Minimum Wages, ESI and EPF contributions etc.; will be given a

score of 100 for price bid. The bids that are not compliant with (a) stand automatically disqualified and

therefore consideration will be based on Service Charge. The tenderers will be allotted score relative

to the score of the lowest tenderer, as below:

FS = (100 X L1) / L Where:

FS = Marks for the price bid.

L1 = Service Charge of the lowest tenderer.

L = the Service Charge quoted by the tenderer under evaluation.

This will be normalized to 30% which is the maximum marks for price bid. The Assessment

under items (d) and (e) above shall be exclusive prerogative of the Institute and no interference

from the contractor(s) shall be entertained.

f) Total marks scored will be marks for price bid and marks for Quality Assessment. After

assignment of weightage, in case two or more tenders are equal, work will be awarded to the

contractor who has executed contracts of higher values.

g) Uniform and Liveries etc.: For each year, Contractor shall provide its/his/her workers with

[1] two sets of uniform (with emblem) consisting of Terri coat Pant and Shirt for Male and two

branded sarees with blouse pieces including stitching charges for Female workers, [2] Each year one

pair of Bata make Sandal chappal with buckle for male and Female workers [3] Every month one 75

gram bathing soap cake, one Towel and Two Gloves and Two masks etc. to all the workers. An

amount of Rs. 1,69,796/- (Rupees One Lakh Sixty Nine Thousand Seven Hundred Ninety Six

only)estimated separately as per the rate analysis of this document, for uniforms and leveries for 12

months for 44 Labourers. Samples and/or specifications of the Uniforms and Leveries need to be

approved by NITIE. Bills along with challans are to be submitted quarterly for reimbursement from

NITIE. Initially entire expenditure towards [1], [2], [3] should be borne by the contractor, Uniforms

and Liveries are to be supplied to PGP Hostel office with proper records and challans. Uniform &

Liveries after approval, distributed by Contractor directly or through his Supervisor(s) to his

employees/workers, who are assigned work by Contractor at NITIE.

h) Quoting unduly lower rate of Service Charge: The contractor has to quote service charge

that takes care of TDS, Supervision, all the statutory charges relating to this contract, etc.; and

reasonable margin thereafter. The Institute has responsibilities as Principal Employer and would

like to ensure that unduly lower rates of service charge will not lead to complaints from workers

regarding delay in payment, improper reduction in wages, seeking monetary return by the contractor

from the workers, etc. thereby affecting the performance of the workers.

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j) Details of expenditure vis-à-vis service charges: With a view to prevent instances briefly

stated in para (h) above, the contractor has to submit details of expenditures viz Cleaning

material/Chemicals etc. in Annexure-VII along with documentary evidence like Estimates in support

of expenditure, along with the price bid.

k) Decision on reasonability of service charge: Institute reserves right to take a view on the

reasonability of the rate of service charge. The decision of the Institute in this regard shall be final and

binding. No representation will be entertained and replied to.

l) If the Institute considers that the service charge of the tenderer who has quoted the least rate is

not feasible, such tender shall be treated as non-responsive and the quotation with the next higher rate

shall be evaluated, and this process will be iterated till a quotation with reasonable service charge is

found and the work will be awarded to such tenderer only.

m) The tenders shall be valid for a period of 90 days from the date of their opening. In case the

tender opening date happens to be declared as a closed holiday, the next date and timings will be

notified through our website. However, the receiving date will remain same as the tenderers are

required to drop their sealed tender documents in a box.

n) In case two or more tenders are equal in marks/monetary terms, work will be awarded to the

contractor who has executed contracts of higher values based on the certificate of experience

submitted along with tender papers.

p) The Director, NITIE, Mumbai reserves the right to:

a) Reject any or all the tenders without assigning any reason whatsoever;

b) Not bind himself/herself to accept the lowest or any tender; and

c) Accept the whole or any part of the tender and the tenderer shall be bound to perform

the same at the rates quoted.

q) Canvassing in connection with tender/quotation is strictly prohibited.

Registrar, NITIE

INSTRUCTION TO TENDERERS

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1. Submission of tender: Tender should be submitted in two parts.

2. Part-I Technical Bid should contain Annexure-I, Annexure-II, Quality Assessment Sheet

Annexure-III and Annexure-IV. The Tender Processing Fee, and Earnest Money Deposit (EMD)

should also be submitted in separate sealed covers to be opened along with Part-I. The tenders

should be accompanied also by copies of the documents stated in Annexure-I and Annexure-II. The

Tenderers are required to ensure the only required documents as stated should be submitted preferably

in spiral binding form to the extend possible and Flapping/Marking at each Annexure/Claimed

documents.

3. Part-II should contain only the price Bid as per Annexure-V and Annexure-VI and Statement

of expenditure at Annexure-VII.

4. Tender processing fee: The Tender should be submitted in the prescribed proforma as given

in the Annexure-‘I’ of Tender Document with a Demand Draft for Rs.2500 (Rupees Two Thousand

Five Hundred only) drawn in favour of NITIE, Mumbai payable at SBI, Vihar Lake Branch – IFSC

Code SBIN0009055. No other form of fee will be accepted. Tender not accompanied by processing

fee stands automatically rejected. Processing fee should be kept in a separate sealed cover super

scribed as “Processing Fee”.

5. EMD: EMD of Rs.3,00,000/- (Rupees Three lacs only) is a must and should be submitted

along with the tender. The EMD is to be furnished only in the form of DD/Banker’s cheque from any

schedule bank drawn in favour of NITIE, Mumbai payable at SBI, Vihar Lake Branch – IFSC Code

SBIN0009055. EMD in any other form will not be accepted as valid EMD. In respect of the successful

bidder, this EMD will be returned on receipt of Security Deposit. EMD submitted by other bidders

will be returned after finalization of the contract. Tenders received without valid EMD stand

automatically rejected.

6. EMD should be kept in a separate sealed cover super scribed as “EMD – House keeping and

Cleaning services on contract basis at PGP Hostels NITIE, Mumbai”.

7. Only firms with valid NSIC registration for supplying skilled/un-skilled manpower are

exempted from payment of Tender Fee & EMD. No other firm can be exempted from payment of

Tender Fee & EMD.

8. Envelopes: Signed and sealed Part-I and Part-II should be kept in separate sealed covers. The

cover for Part-I should be super scribed as “Tender for Housekeeping and Cleaning Services on

contract basis at PGP Hostels NITIE, Mumbai Part-I (Technical)” and the cover for Part-II should

be super-scribed as “Tender for Housekeeping and Cleaning services on contract basis at PGP Hostels,

NITIE, Mumbai Part-II (Price)”. Processing fee and EMD should be in separate sealed covers as

mentioned above. All the four covers should be kept in a big single sealed cover super- scribed as

“Tender for Housekeeping and Cleaning Services on contract basis at PGP Hostels, NITIE, Mumbai”.

Failure to comply with this instruction renders the tender/bid automatically disqualified.

9. Security Deposit: For due performance of his/their obligations under the contract, during the

validity, the successful bidder shall have to deposit Rs.13,00,000/- (Rupees Thirteen Lacs only) as

Security Deposit which will be free of interest, immediately after commencement of the contract. This

security deposit is to be furnished in the form of Demand Draft or Bank Guarantee as per the format

furnished by the Institute from any of the Nationalized Banks or SBI or from any one of the scheduled

banks. The security deposit will be forfeited in case of the breach of contract. After successful

completion of the contract, the security deposit will be refunded within 60 days after adjusting dues if

any to the NITIE, Mumbai from the Contractor.

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10. General terms and conditions: The tenderer should read the ‘General Terms and Conditions’

of the NITIE, Mumbai annexed hereto and give their acceptance. The tenderer is advised to visit the

NITIE, Mumbai on any working day between 10:00 hrs and 17:00 hrs to assess the nature and

quantum of work before tendering.

11. Filling tender forms: The tender should be clearly filled or typed and signed in ink legibly

giving full address of the tenderer. The tenderer should quote in figures as well as in words the amount

tendered by him. Alteration if any, unless legibly attested by the tenderer with his full signature shall

invalidate the tender. The tender should be duly signed by the authorized person(s). In case there is

any difference in the amount between figures and words, the amount indicated in words will be treated

as the valid offer.

12. Alterations, etc.: The tenderer should ensure that the amounts are written in such a way that

interpolation is not possible. No blank space should be kept.

13. Invalidation of bid: Failure to fulfill any of the conditions laid down, renders the tender

invalid.

PART – I (TECHNICAL ELIGIBILITY DETAILS)

Technical Eligibility Details should be provided in the prescribed format i.e. PART-I Annexure-‘A’,

Annexure-‘B’ which should inter alia contain the following:

14. Registration: The Tenderer should be a registered contractor under ‘The Contract Labour

(Regulation and Abolition) act’ and should furnish a copy of the existing or previous licence.

Estimated cost of work: Total estimated cost of the Tender is Rs.1,32,96,836/- (Rupees One Crore

Thirty Two Lacs Ninety Six Thousand Eight Hundred Thirty Six only) per annum excluding statutory

taxes viz GST and Bonus amount.

15. Experience: The Tenderer should have experience of having executed/completed similar

works during the last 5 years commencing on st 1

st April, 2013 and ending on 31

st March, 2019 in

educational institution of repute, Government, Autonomous Bodies, PSU or R & D organization.

Experience in other institutions as also experience in other areas of work will not be considered.

The experience should be one of the following:

a) Three similar completed works during the last 5 years, each costing not less than the

amount equal to 40% of estimated cost of this tender i.e.Rs.53.19 lakhs OR

b) Two similar completed works during the last 5 years, each costing not less than the

amount equal to 60% of the estimated cost of this tender i.e. Rs.79.78 lakhs, OR

c) One similar completed work during the last 5 years costing not less than the amount

equal to 80% of the estimated cost of this tender i.e. Rs.106.37 lakhs.

NOTE 1: Experience prior to 1st January 2014 and later than 31

st March 2019 will not be

considered as experience.

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NOTE 2: “Similar work” means supply of Unskilled manpower for execution of cleaning,

housekeeping, sanitary works and guesthouse maintenance works. The tenderer must produce

work done certificate from the clients. The work done certificate should mention the details of

work executed, the value of work done, the date of commencement and date of completion of

the work.

16. Certificate of experience: The tenderer must produce certificate of experience from the

clients. The certificate should clearly certify the following details:

Sl. No. Description

1. Name of the client and full address

2. Telephone, FAX Number and email of the client

3. Details of work performed

4. Number and type of Labour supplied

5. Value of contract for supply of Labour

NOTE 1: Copy of the work order and/or self-certified certificate WILL NOT BE ACCEPTED

as certificate of experience. If any document other than certificate of experience is produced,

such document WILL NOT BE ACCEPTED AS RELEVANT. Tenders not accompanied by

certificate of experience issued by the client WILL AUTOMATICALLY STAND

DISQUALIFIED.

NOTE 2: The certificate of experience should be exclusively for supply of skilled and

unskilled manpower.

NOTE 3: The certificates for work like loading and unloading, operating Labour for factory,

Labour for shop floor and the like WILL NOT BE ACCEPTED.

NOTE 4: Certificates containing a number of works and not clearly specifying the value of

the work of supply of manpower WILL NOT BE ACCEPTED.

17. PAN details of the firm are required to be indicated along with a certified copy.

18. An affidavit, in original, duly certified by a Notary: (a) that the Partners of the firm or sole

proprietor or Company as the case may be , has never been black-listed and the name of the

firm or company has not been changed, (b) that there is no police case/vigilance enquiry

pending against the Partners of the firm or sole proprietor or Company as the case may be, and

that he/she has never been punished by any Hon’ble Court; and (c) that there are ‘no due’

pending for payment towards income tax as on the date of the affidavit.

19. Signing and sealing of tender: The dentire tender document should be duly signed & sealed

by the tenderer.

20. Annexure ‘I’, ‘II’ and General Terms & Conditions: The tenderer shall submit the

information sought in the format enclosed as Annexure ‘I’ and ‘II’ along with necessary

enclosures as part of Eligibility Criteria along with the General Terms & conditions (duly

filled in and signed).

21. EPF and ESIC registration: The tenderer must have license/permission pertaining to EPF

and ESIC Registration number as per the Government rules to contribute to EPF and ESIC.

22. Attestation of documents by the contractor: All the documents, except affidavit mentioned

in point 18 above, submitted by the tenderer should be attested by the contractor.

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23. Producing originals documents for verification: All above concerned original documents

should be produced for verification at any stage of tender process or as and when sought for,

failing which the bids are liable for disqualification.

24. The tenderer shall submit the information sought in the format enclosed as PART-I Annexure-

‘I’, Annexure-II, Annexure-III and IV as part of Technical bid along with the General Terms

& conditions (duly signed) of Housekeeping and Cleaning Services on contract basis at PGP

Hostels, NITIE, Mumbai. The Tenderer must have EPF/ESIC Registration number as per the

rules to contribute to EPF/ESIC.

25. Workers assigned work at NITIE should not be involved in any police case or any case should

not be pending against them. Police verification certificate for the persons deployed for work

to be submitted.

26. The workers must be provided with two sets of uniform, footwear and other materials for

safety and safe handling of chemicals, etc. by the contractor, within 15 days of engagement of

the worker. The workers should maintain personal hygiene. They should behave politely and

amenable to the discipline being followed at the Institute.

27. If in the opinion of the NITIE, Mumbai authorities, the performance of any of the persons

deployed is not satisfactory or he/she is not amenable to discipline or their behaviour is not

conducive to retain them for the work, he/she should be replaced by the contractor

immediately.

28. The affidavits mentioned above should be attested by a Notary Public. Failure to comply

with these conditions renders the tender/bid automatically disqualified. The original

documents should be produced for verification at any stage of tender process as and when

sought for, failing which; the bids are liable for disqualification.

29. A valid Bank Solvency certificate in the name of the Institute is a mandatory document. The

amount should cover at least the cost of this tender. Failure to comply with these conditions

renders the tender/bid automatically disqualified.

PART – II (PRICE-BID)

a) Price bid should be in the format enclosed with tender at Part-II Annexure-V and

Annexure-VI and Annexure-VII (Statement of expenditure). Conditional offer will

render the tender/bid automatically invalid.

b) The Annexures should be clearly filled or typed and signed in ink legibly giving full

address of the tenderer. The tenderer should quote in figures as well as in words the

amount tendered by him. Alteration if any, unless legibly attested by the tenderer with

his full signature, shall invalidate the tender. The tender should be duly signed by the

authorized persons. In case there is any difference in the amount between figures and

words, the amount indicated in words will be treated as the valid offer.

c) The tenderer should ensure that the amounts are written in such a way that

interpolation is not possible. No blank space should be left.

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d) Failure to fulfill any of the conditions given above shall render the tender liable for

rejection.

e) The service charges quoted should not be “absurdly low”. The bidder may be asked

to justify the charges in case the Institute finds the amount as “absurdly low”. The

decision of the Institute on quote for being “absurdly low” shall be final. These

charges once fixed will remain fixed for the entire duration of the contract or for

period of subsequent extension(s) and will not vary with the wages, minimum or

otherwise.

Registrar, NITIE

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GENERAL TERMS & CONDITIONS

(Please read the following carefully and give acceptance for the same in the prescribed format

and submit it with the Technical Bid).

A. GENERAL INSTRUCTIONS:

1. The tenderer submitting tender would be deemed to have inspected the premises, considered

and accepted all the terms and conditions of contract. No verbal or written enquiries will be

entertained in respect of acceptance or rejection of the tender.

2. The contract will be for a period of one year initially with a trial period of 3 (three) months. If

the services during the trial period are satisfactory, the contract will be renewed for the remaining

period of 9 (Nine) months. In case the services during the trial period are not satisfactory, the contract

will be terminated with two weeks’ notice. The NITIE, Mumbai may renew/extend the contract to

such further period (s), as it may deem proper and in any case not exceeding three years from the

date of commencement of work, having regard to the quality and manner of the contractor’s

performance. However, it shall be with consent/written request by the contractor in this regard.

3. All works shall be executed as per detailed specifications and as directed by an officer/official

nominated by the Director.

4. The areas of cleaning indicated are purely approximate and likely to vary on either side

up to any limit.

5. In case the Contractor fails in fulfilling the obligations fully and in time, the NITIE, Mumbai

shall have the absolute right to take up the work at the Contractor’s cost and risk and recover any and

all such expenses from the amounts due to the Contractor including Security Deposit. The Institute

shall have right to impose penalty commensurate with the fault and amount towards damages if any,

shall be recovered from the bill.

6. The Contractor shall abide by all laws and regulations and statutory obligations in force from

time to time including labour laws and shall indemnify the NITIE, Mumbai from any claims in this

regard.

7. The Contractor will be required to post skilled manpower (at his own cost) as may be

needed to supervise and guide the unskilled workers for proper execution of the work as per

directions of the Officer-in-charge nominated by Director of the Institute to administer the contract.

8. All letters posted to Contractor at the address given by him will be considered to have been

delivered in time.

9. If it is observed at any stage that the quality of the work is not satisfactory, the contract/ work

order as a whole may be terminated and Security deposit forfeited. The Contractor will have no claims

whatsoever on the NITIE, Mumbai.

10. In case it is found at a later date that the work done is of inferior quality and proper action was

not taken at the time of execution of the work, the Contractor shall remain liable to pay compensation

to the Institute for the inferior works as determined by the NITIE authorities and in case all payments

have been made to the Contractor for this work, this amount may be deducted from any sum due to the

Contractor on any other work within the Institute.

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11. Contractor will be fully responsible for any accident or mishaps involving workers engaged by

the Contractor and the Contractor would pay claims made by these victims. The Contractor shall

indemnify the NITIE, Mumbai from any claims arising out of accidents, disabilities of any nature or

death or arising out of provisions under law, or any other nature in respect of all workers engaged by

the Contractor. The contractor will fully indemnify NITIE, Mumbai against all claims in this regard, as

well as litigation expenses, interest and cost that may be awarded by the competent Authority/Court.

12. The contractor shall identify the personnel to be deployed exclusively for the cleaning of all

the toilets. The contractor shall be responsible for cleaning as well as security of the toilet fixture

handed over at the time of commencement of the contract. In case of items/fixtures stolen/broken due

to the fault of the contract personnel from the toilets, either the penalties to recover the cost shall be

imposed or the contractor shall have a choice to replace these fixtures of the same quality & under

approval from nodal officer appointed by the Director, NITIE, Mumbai.

13. It will be the sole responsibility of the contractor to abide by the provisions of the following

Acts as to the workers engaged by him for performance of this contract:

Employment of Children Act

Workmen compensation Act

Contract Labour (Regulation & Abolition) Act 1970.

Minimum Wages Act

Employee Provident Fund Act

ESI Act

The Payment of Bonus Act

Any other act or legislation as may be in force from time to time.

14. Any liability arising on the NITIE, Mumbai shall be deducted from the bills of the contractor

and if the full amount is not recovered then the same shall be recovered from the security deposit of

the contractor. There would be no liabilities towards the workers of the contractor by NITIE,

Mumbai and for all the purposes, such employees are to be treated as exclusive employees of the

contractor and no responsibility of the Institute, towards employees of the contractor.

15. The NITIE, Mumbai through its officers, reserves the right of altering the specifications of

works of adding to or omitting any items of work or of having portions of the same carried out in the

Institute by others and such alterations and variations shall not violate this contract.

16. The Contractor is required to post his authorized representatives/Skilled Supervisors (at his

cost) at the site of the work who shall receive the instructions from the Officer (to be nominated by the

Director of the Institute) from time to time. All such instructions received by the authorized

representative on behalf of the Contractor shall be deemed to have been received by the Contractor

within the scope of this work order.

17. In the event of the contractor failing to execute the work under contract in whole or in part an

alternative arrangement will be made by NITIE, Mumbai totally at the cost & risk of contractor

besides any suitable fine /penalty.

18. The contractor shall be liable to pay compensation for any loss & damage caused to the

property of the Institute or its Staff Members/Students/Visitors by the contractor or his workers.

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19. The contractor shall be personally responsible for the conduct of his staff and in case of any

complaint against any of his staff; the contractor will be under an obligation to change the worker

concerned when instructed by NITIE authority. The contractor shall observe all the laws and will be

responsible for any prosecution or liability arising from breach of any of those laws. The NITIE will

not have any responsibility with regard to staff on the role of the contractor whatsoever.

21. The workers engaged by the Contractor shall not be the unauthorized occupants or residents of

the NITIE Land and/or Institute premises.

22. The NITIE reserves the right to terminate the contract without assigning any reason by giving

a notice of 15 days, where feasible. The requirement of giving notice of 15 days will be dispensed

with if the circumstances so warrants. The contractor will have to serve a notice of three months, if

he wishes to terminate the contract.

23. In the event of any dispute arising out of or in connection with this contract, whether during

the subsistence of the contract or thereafter, the matter shall be referred to the Director, NITIE or any

other officer nominated by the Director, NITIE for arbitration whose decision shall be final and

binding on the parties. The contractor agrees that the arbitrator could be an employee of the Institute &

shall not have any objections in this regard. The proceedings before the arbitrator would be governed

by the provision of the Arbitration Act 1996.

24. The Contractor shall permit his workers, deputed at NITIE to observe only 10 (ten) closed

holidays in a calendar year irrespective of number of the holidays observed by the Institute. The closed

holidays normally cover Republic Day, Independence Day, and Mahatma Gandhi’s Birthday.

25. The services of employees of Contractor should be made available on all days on six- day

week basis irrespective of holidays and on Sundays if required.

26. A verification report in respect of all the personnel of contractor from the concerned police

station of concerned residential areas should be submitted and also list of employees with bio-data of

each employee posted to the Institute along with photo and thumb impression should be handed over

to the Registrar, NITIE, Mumbai. Any changes should be informed immediately.

27. The unskilled personnel engaged by the contractor should have minimum literacy level i.e. a

pass in Standard X to the extent possible. The age of the workers engaged by the contractor should

not be below 18 years and more than 40 Years. The contractor has to submit their list along with age

proof, qualification proof, permanent address proof etc. for retention in Hostel office.

28. The Contractor shall be fully responsible for providing weekly off, National holidays etc., to

the personnel deployed and as and when any of personnel comes late or proceeds on leave or absents

himself/herself, it will be the prime responsibility of the contractor to provide a suitable substitute.

29. The contractor should not be an employee of NITIE, Mumbai, or any other central/state

Government. He should submit a declaration to this effect.

30. The contractor and his staff will make their own residential arrangement outside the premises

of the NITIE, Mumbai. No one will be granted permission to stay in the Hostel/Campus during night

or during non-functional hours except on duty.

31. The contractor shall supply all the cleaning material, chemicals, instruments and

equipment etc. and ground cleaning tools such as grass cutter, axe, soil knife, digging shovel, soil

and garbage carrying baskets/bags, trolleys, bucket, mugs, rods for gutter cleaning, hose pipe

etc.. The repairs/replacements and maintenance of tools will be borne by the contractor.

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32. The solid waste collected from the said buildings shall be disposed of in BMC garbage vehicle

through laision with respective BMC Authority. The Wet /biodegrable waste shall be disposed in

areas assigned by NITIE, Mumbai. Keeping the PGP Hostel buildings and surrounding premises

clean and hygiene will be the sole responsibility of the contractor.

33. At PGP Hostels Daily Attendance Registers will be maintained to keep record of personnel on

duty and for a record of the work done by NITIE Hostel Office. In addition, the contractor is required

to provide 02 biometric machines(at his own cost) for their workers and a monthly report on

biometric attendance will be submitted to the PGP Hostel office for the computation of their monthly

RA bills along with other statutory documents.

34. The Contractor shall provide replacement of personnel, in case of absenteeism, casual/sick

leave, etc., so as to ensure full staff at all time. In case of absence/leave by any particular person, the

Contractor shall make alternate arrangement immediately (Maximum two hours).

35. Hostel Warden and Student Coordinator and Hostel staff are free to inspect the work

being done by the personnel of the Contractor at any time of the day in Hostel areas. All the

assigned work shall be done to the complete satisfaction.

36. That payment on account of enhancement/escalation charges on account of revision in wages

and statutory payments like EPF/ESI contributions only by the appropriate Govt. (Central/State) from

time to time shall be payable by the NITIE, Mumbai to the contractor. No escalation of percentage of

Contractor’s Service Charges shall be admissible during the term of the contract.

B. MODIFICATION OF TERMS AND CONDITIONS:

The NITIE, Mumbai with the consent of the contractor may modify terms and conditions of the

contract as and when necessary without affecting the basic nature of his contract.

C. NITIE OBLIGATIONS:

The NITIE, Mumbai will not charge any amount from the contractor for water or/and electricity

supplied for Housekeeping and Cleaning services on contract basis at NITIE, Mumbai ; which is just

and reasonable. However, in case of misuse of any facilities, the contractor would be required to

reimburse the loss/damage caused to the Institute.

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D. CONTRACTOR’S OBLIGATIONS:

Area of operation for the said services for “Housekeeping and cleaning services on contract basis for

NITIE, Mumbai in brief are as follows:

Sl

No.

Description

A PGP Hostels viz. Taylor Hall (Stilth+16 Floors), Vikram Sarabha Hall, Gilbreth Hall (GF +

6 Floors) – Toilets, passages, common areas, Dinning area of Messes, lift area, surrounding

area and drainages of the buildings etc.- Daily cleaning and House keeping of all rooms

and offices, cleaning of water cooler storage tanks.

B Annex Building cleaning (as and when required), 05 Flats of PGP Married quarters (Major

cleaning on requirement basis).

C The reception counters of all the above mentioned PGP Hostels are to be maintained 24

hours basis for attending the maintenance complaints of the hostel residents, receiving and

sorting their mails/couriers and ensuring proper handing over it to them, Hostel rooms/keys

management as per the directions of NITIE Hostel officials. Shifting of luggage, furniture

etc.

D To provide sufficient quantity of cleaning material, chemicals, instruments/ equipments for

the cleaning and housekeeping of all the above mentioned buildings.

E The contractor will deploy his man power at any of the location/area of this Institute for

above mentioned similar works, if need arises without any additional payments.

Note:

a) The Floors (including rooms and common area, lift area and staircases) of the above

mentioned buildings shall be mopped daily with the chemicals. Bath rooms and all the

toilets shall be mopped and cleaned with disinfectants every one hour i.e. 8 (eight) times a

day; water closets shall be thoroughly cleaned 8 (eight) times a day daily using suitable

material. All the utility areas and area within the compound on all sides of the buildings

shall be swept and shall be kept clean all the time and on a daily basis.

b) The contractor shall pay his workers wages not less than the higher of the minimum wages

fixed by the Central Govt. or State Govt. and all other statutory dues like EPF, ESI, bonus

etc. throughout the tenure of contract, in the presence of the representative of Director,

NITIE, Mumbai.

c) In the event of local problems arising while discharging the functions at NITIE, Mumbai,

the contractor will deal with them appropriately and he will not bring NITIE on the scene

for such matters.

d) The Contractor shall provide 2 (two) sets of uniforms to his workers as approved by the

NITIE authority (both male and female) while on duty. Sufficient number of uniforms

would have to be provided so that the worker is always with neat and tidy uniform. It will

be strictly monitored and penalty will be imposed if any worker is found without uniform.

e) The contractor will issue identity cards to his workers/supervisors after getting them

verified by the NITIE, Mumbai. Any worker found without identity card will not be

permitted to enter the premises. He will post a supervisor (at his own cost)at a specific

point to receive & manage complaints & instructions.

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E. REPORT:

1. The contractor or his representative shall daily report to the PGP Hostel office, NITIE to

supervise the work under the contract and take instructions every day from him for the work on a

Book/Register maintained by the contractor exclusively for the purpose. He shall preserve the said

book and produce the same as and when required. For Hostel areas the contractor or his representative

shall daily report to the Hostel Office to take instructions every day. Daily report will be taken by the

Hostel office against the account of work given.

2. The contractor will prepare a schedule of the works to be carried out in the areas of works

allotted before commencement of actual works.

3. The contractor will prepare a list of protocol and daily checks for housekeeping works and

displaying the same on all areas of work to be carried out.

4. The contractor or his representative should approach the PGP Hostel office, if he needs any

instructions/help or has any difficulties.

5. The contractor or his representative should all the time be available at work site during the

course of his work.

6. Sufficient number of staff shall be posted by the contractor to attend the works on two shift

basis for cleaning and sanitization and three shift basis for housekeeping services and shifting of

materials, furnitures / instruments from one place to other, loading and unloading of materials,

furniture / instruments from truck/vehicle within NITIE campus as and when required in the

exigencies of work without any additional payment.

7. Shift timings are 7-00 am to 3-30 pm, with half an hour lunch recess from 12:30 pm to

1:00 p.m., 3-00 pm to 11-30 pm with half an hour dinner recess from 07-00 pm to 07-30 pm, 11-

00 pm to 07-30 am at night.

F. SCOPE OF WORK:

“Housekeeping and Cleaning Services at 3 PGP Hostels, Annex-III and its surrounding/related

locations at NITIE, Mumbai” for carrying out various jobs viz Cleaning, sweeping, mopping, and

wiping of rooms, bathrooms, toilets, ducts, floors, staircase, Cleaning and dusting of entire furniture,

partitions, wooden & glass cabin walls, railings, doors, windows venetian blinds, eacks, sifas,

computers, telephones, curtains, wall mounted fans etc, with dry/wet cloth, feather brush, hard and soft

brooms, chemicals, detergents wherever required.

1. In brief the job function is to maintain the aesthetic looks in the PGP Hostels and all their

premises and surrounding areas by maintaining pleasant odour and cleanliness, keeping the building &

the surrounding area neat, clean & tidy every day keeping them in hygienic & sanitary conditions of

high standard as per contract.

2. Effective cleaning of rooms and toilets/bathrooms has to be ensured taking into account the

convenience of the occupant. Unoccupied rooms should be cleaned every day.

3. The contractor shall ensure that his workers will be present in the premises and carry out duty

for entire eight hours of a shift excluding lunch recess in shifts / staggered duties as assigned by

him/Supervisor of contractor.

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4. The contractor shall ensure that workers maintain highest discipline and behave politely with

the faculty, staff, students and guests. They should not argue with anyone.

5. The contractor shall maintain area-wise maintenance registers. The register should

specify the work allotted and completed with date and time duly signed by the Supervisor of the

contractor. The registers should be submitted to Hostel In-charge/Hostel Wardens for perusal and

signature on daily basis.

6. The contractor’s staffs are not allowed to eat in the hostel mess at any point of time.

7. The service of the workers is required on all days in a month irrespective of holidays and they

should be prepared to work on shifts as may be required. The Contractor has to ensure proper

attendance and proper weekly off of the personnel deployed and should produce Character and

antecedent’s verification reports of the persons engaged by the Contractor and the same shall be

submitted to the department for verification.

8. The workers deployed by the Contractors shall maintain personal hygiene and wear clean

prescribed uniform while on duty.

9. The persons deployed by the contractor should be reliable, trust worthy, alert and efficient.

10. The contract personnel should be well disciplined, polite with good behaviour. In case of any

complaint or any unusual behaviour of the worker, he/she should be replaced within 24 hours after

receipt of intimation from the Institute.

11. The contract personnel shall undergo medical examination at the expense of the contractor to

ensure that they are free from any communicable diseases and medical examination certificate to be

furnished as and when called for as and when required by the Institute.

12. The contractor shall not lease or sub-contract the whole or any part of the contract to anybody

without the prior permission of the Director, NITIE, Mumbai.

13. The contractors should make payment to the workers on or before 7th of every month and

there should be no linkage between this payment and settlement of the contractor’s bill from the

NITIE, Mumbai.

14. The Contractor should provide all the Cleaning materials/chemicals, instruments and

equipments required for the above mentioned work services. The stock of the cleaning material

consumables and non consumables should be maintain at the highest level.

15. The guidelines of cleaning process are as under:-

(a) DAILY – House Keeping and Cleaning:

1. Twice daily (Each shift): proper sweeping and mopping of all floors in the buildings, cleaning

of walls, railings, corridors, entry roads of various buildings etc. covering the entire

constructed areas. No betel stains or cob webs etc. should be visible anywhere.

2. Thrice daily(Each Shift): Cleaning of main staircases, entrance lobby area. Cleaning of Waste

Paper Baskets, Sanitation Bin & Spittoon set & disposing of garbage/refuse as directed.

16 | P a g e

3. Dusting furniture, almirahs, cupboards, phones, partition walls, doors, windows, Notice

Boards, Flower Vases & pieces of decoration and other materials available in the PGP Hostel

buildings, reading room, Messes etc..

4. Cleaning glasses of windows, doors, partitions etc and removal of cob-webs.

5. Toilets & urinals, ducts including floors to be cleaned regularly and continuously at every one

hour throughout the day with phenyl and other disinfectants. Suitable number of female

cleaners should be deployed for taking care of cleaning works of ladies toilets and ladies

rooms. Only male workers should be deployed to clean the Gent’s toilets in the premises and

only female workers to clean ladies toilets. The toilets should be cleaned every day with

utmost care.

6. Porcelain fixtures to be cleaned with vim.

7. To place naphthalene balls, toilet rolls, liquid soap, air-fresheners, etc.

8. To spray room fresheners/ perfume to maintain pleasant odour as and when required at

important locations and on instructions from the respective Hostel offices.

9. To attend, clean and remove chocking of drains including CI pipes, sanitary fixtures,

manholes and underground sewer lines, whenever required for smooth functioning and as

directed by Supervisor/Officer-in-charge.

10. Thorough cleaning of rooms with Odorex, dettol, carbolic acid, disinfectant etc. as may be

required and as directed by Supervisor/Officer-in-charge.

11. Through cleaning of dirty passages, approach road, and entrances of buildings.

12. Daily collection of waste from all the PGP Hostel rooms, Floorsand proper dumping in

specified place as per instruction of the Supervisor/Officer-in-Charge.

(b) WEEKLY – House Keeping and Cleaning:

1. Cleaning of Glass walls/fittings, curtains, venetian/vertical blinds, phones and electrical

fittings on walls in rooms, passage and corridors in the building, and terraces in all buildings.

2. Hard Cleaning of basement area, corridors, common area, staircases etc. with chemicals.

3. Cleaning of fans, tube-lights, false ceiling, ceiling, false ceiling sheets, and walls.

4. Polishing of steel and other metal surfaces.

(c) FORTNIGHTLY – House Keeping and Cleaning:

1. Cleaning of ceiling with electrical fitting & roofs.

2. Washing and scrubbing of floor with automatic machines with required cleaning material.

3. Cleaning storm water drains, water pipes, and over head tanks.

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(d) MONTHLY – House Keeping and Cleaning:

1. Sweeping and cleaning of service ducts, Service Rooms, Service Shafts and all drainage pipes

including those of toilets.

2. Cleaning of drains and manhole lines connected from all types of buildings to the main drains

and sewer line and underground sewer lines.

3. Washing of building from outside with prior permission from Supervisor/Officer –in-charge.

G. SUPERVISING – House Keeping and Cleaning:

1. The contractor is required to post (at his own cost) his authorized representatives i.e. Two site

Supervisors (skilled) at the site of the work who shall receive the instructions from the officer (to be

nominated by the Director, NITIE, Mumbai) from time to time. All such instructions received by the

authorized representatives on behalf the contractor shall be deemed to have been received by the

contractor within the scope of this work order. NITIE, Mumbai reserves the right to deduct an

amount of Rs. 500.00 (Rupees Five Hundred only) per day, if Contractor fail to posting of

Supervisor/s, mentioned above. The Supervisor/s employed by the Contractor shall be responsible to

ensure efficient and timely execution of the contract (daily work completion sheet, grant of weekly off,

discipline, extract work, manage work, maintenance of accounts of cleaning items, and for interaction

with office-in-charge for the upkeep of the complex). He should maintain account of materials taken

outside the premises and brought back. These materials can be taken outside only with the approval of

Officer In-charge or higher authorities. The Supervisor shall also be responsible to allocate duties and

extract the work from the workers.

The site Supervisor/s shall daily report (Monday to Saturday) to the Hostel Manager to supervise the

work under the contract and take instructions every day from him for the work on a book/Register

maintained by the contractor exclusively for the purpose. He shall preserve the said book/Register and

produce the same as and when required.

H. Material estimated per Month (kindly quote in price bid Annexure-II as per given below

list including taxes)

Sr.

No Details of Chemicals/Material

Sr.

No Details of Chemicals/Material

1 Scented Phenyl(Green Phenyl) 25 Napthalline Balls 100 gmpkts

2 R-6(T Cleaner) 26 Klinol premium Floor

3 Hand Wash 27 Floor cleaner Spiral TASKI-DL

4 R7(Glass cleaner) 28 Liquid Soap

5 D-7 (Steel Polish) 29 Vim Powder

6 Hard Broom 30 Hit Spray

7 Soft Brooms 31 Air Freshner

8 Glass Dusters 32 Bleaching Powder

9 Checks Dusters 33 D-7 Lift partition cleaner

10 Hand Gloves 34 Domex Toilet cleaner

18 | P a g e

11 Masks 35 Odonil (packets)

12 Sani Cubes(packet of 12 Nos) 36 Wiper Big size

13 Wet Mop Refill 37 Wooden Stick for Mop

14 Toilet Buch 38 T Brush Big size

15 Scotch Brite 39 Mori Brush (Steel)

16 Dettol 40 Bamboo stick 5 feet long

17 Harpic Power Liquid 41 Baygon spray

18 Cock up pump 42 Ceramic cleaner

19 Toilet Brush 43 Dust pans

20 Acid 1 Ltr pack 44 Plastic drums

21 Termiguard 500 ml spray 45 Plastic Mugs

22 Urinal Choke-up Powder 46 Scrubber Iron and Plastic

23 Dry Mop with stick 47 Soap small

24 R-9 Bathroom Cleaner 48 Garbage bags(Jumbo size)

Note: 1. Where ever applicable, the brand name should be of ISI standard. 2. The Instruments/Equipments like various heights ladders, telescope rods for cobwebs, sufficient lengths hose pipe for washing, Wet/dry vaccum cleaners, Phawda, Kudal, Rods for drainage cleaning, sign boards during cleaning activity etc. may be provided as per the scope of the work.

I. DAILY LABOUR TO BE PROVIDED:

For Housekeeping and cleaning:

1. No. of Unskilled workers per Day :44 (Forty Four) (34 Male + 10 Female)

J. PENALTY FOR INADEQUATE PERFORMANCE ON THE PART OF CONTRACTOR:

Sl. No.

Type of lapse

Penalty in Rupees

1

Failure on part of contractor to ensure his workers are

deployed with uniform at NITIE premises (per workman)

100 per workman per day

2

Maintaining Improper/Wrong attendance record by

contractor 500 per day

3 Lapse in maintaining wash room (per wash room) 200 per day

4

Shortfall in staff in a day

500 per day per person

5

Failure to ensure proper behavior and discipline of his

workers at NITIE premises.

200 per person in addition to

taking civil & criminal

proceedings as per rule

6

Lack of quality and Quantity of Cleaning material and

Equipment

Cost of branded cleaning

material + 10% extra towards

19 | P a g e

causing inconvenience

7

Any incident of Rowdiness and/or rioting in campus on

part of workers of contractor showing failure on part of

contractor to ensure proper behavior of his workers.

500 per person in addition to

taking civil & criminal

proceedings as per rule

8

Inaction of supervisor to complaint by NITIE/ Officers of

NITIE.

100 per complaint

9

Damage to the Institute property due to negligence

Book value + 10% of the book

value towards installation & for

causing inconvenience.

Note:

The penalty shall be deducted from the Service Charge of the Contractor from the monthly Bills or

from the Security Deposit.

For any act of inadequate performance of contract not specifically stated herein, the person authorised

by the Institute will determine the penalty based on the merits of each act after providing an

opportunity to the contractor.

In case of Sl.No.5 the person(s) involved should be adequately warned by the contractor and in case of

second occurrence, the person should not be assigned duty at NITIE.

In case of Sl.No.7, the person(s) involved should be adequately warned by the contractor and in case

of second occurrence, the person should not be assigned duty at NITIE.

The person(s) involved in theft and/or carrying item unauthorisedly should not be assigned work at

NITIE.

K. PAYMENT CONDITIONS:

1. The Contractor will be responsible for making the payment of wages directly to its

workers by 7th of each month from his own sources and subsequently raise the bill for

reimbursement which will be verified on the basis of actual amount disbursed and attendance

etc. The Contractor shall make payment to the workers by depositing the payment towards the

wages in their bank accounts and submit the bank details/ECS statement duly certified by the

bank, to the office with the bill for verification. The bill shall also carry the duly certified copy of

EPF and ESI challans for the same month for which the bill has been raised for payment. The claim

bill shall be submitted to the Officer-in charge of the Institute for certification for pro-rata payment.

The officer on the receipt of the bill will check the work record and there after accordingly certify the

bill for payment.

2. All bills should be submitted on printed forms, duly signed and pre-receipted in triplicate.

3. Payment will be made by the Institute to the contractor on monthly basis on submission of

bills in triplicate along with the attendance sheets and certificate of satisfactory performance of work

from the concerned officer of the NITIE, Mumbai. A certificate to the effect that all labour laws

including EPF, ESIC payments, etc., are being followed has to be furnished with proof along with the

bill for payment.

4. Income Tax and other statutory levies as applicable from time to time will be deducted from

the bills of the Contractor.

20 | P a g e

5. The contractor would be required to ensure the payment of its workers by 7th of every month

and there should be no linkage between this payment and settlement of the contractor’s

periodical/pending bill(s).

6. The contractor should arrange to deposit the wages of his workers in to their respective bank

accounts preferably through ECS and tender a copy of the ECS statement to the Institute as proof of

payment of wages failing which the bill of the current month will not be paid. The contractor shall

facilitate his workers in opening bank accounts. Under no circumstances, payment of wages in cash

shall be made.

L. COMMENCEMENT OF WORK:

The Contractor is required to start the works of House Keeping and cleaning with effect from the date

of acceptance of the contract. In case it is found that the work has not been taken up from the above

date, the NITIE, Mumbai at its sole discretion may cancel the work order and the EMD Security

Deposit shall be forfeited without any further reference to the Contractor.

M. CANCELLATION OF CONTRACT:

1. Notwithstanding any other provisions in this contract, the NITIE reserves the absolute right to

terminate the contract forthwith if it is found that continuation of the contract is not in interest of the

Institute or public at large. The contractor is not eligible for any compensation or claim in the event of

such cancellation.

2. If at any later date, it is found that the documents and certificates submitted by the Contractor

are forged or have been manipulated, the work order issued to the Contractor shall be cancelled and

Security Deposit issued to the NITIE shall be forfeited without any claim whatsoever on NITIE and

the contractor is liable for action as appropriate under the extant laws.

21 | P a g e

Annexure – I

PART - I

Technical Bid

1. Documents/details to be mandatorily submitted:-

Sl.

No.

Particulars

Fill in the details 1

Name of Firm/Tenderer/Company

(in block letters)

2

Permanent Address &

Telephone No.

3

Full Postal Address,

Telephone/Fax No.

E-mail:

4

Details of infrastructure,

persons employed, and

number of offices/branches available

(attach separate sheet).

[Attach as enclosure & refer

here]

5

EMD, Bank Draft No & Date, Banker’s Name & Branch.

6 Annual turnover (Approximate)in Mumbai/Outside Mumbai

7

Name of the bank, address, account number, IFSC code

8

An affidavit duly certified by a Notary that the

Partners of the firm or sole Proprietor or

Company has never been black listed or

changed the name of the firm (in original).

[Attach as enclosure & refer

here]

9

An affidavit duly certified by a Notary that the

Partners of the firm or sole Proprietor or

Company is/are not involved in any Police Case/

Vigilance enquiry pending or ever been

punished by any Hon’ble Court (in Original).

[Attach as enclosure & refer

here]

22 | P a g e

10

Income Tax Return (last three years),

TAN No.

PAN No.

Professional Tax,

VAT and Service Tax Regn. No’s.

(enclose photo copies)

[Attach as enclosure & refer

here]

11

Copy of a valid License issued by the

State/Central Labour Department under

Contract Labour Act duly attested by the

Contractor.

[Attach as enclosure & refer

here]

12

Details of ESIC Registration with Date and proof

of registration

[Attach as enclosure & refer

here]

13

Details of EPF Registration with date and proof

of registration

[Attach as enclosure & refer

here]

14 Any other relevant information

I/We certify that the above information is true to the best of my/our knowledge and I/We do not have

any relative of the rank of Under Secretary or equivalent working in NITIE.

Signature and Seal of the Tenderer

23 | P a g e

ANNEXURE – II

PART- I

TECHNICAL BID

1. Details of Experience: Should be furnished in the following format-

Experience during the period 01.04.2014 to 31.03.2019 only:

Name of the

client and full

address

Telephone and FAX

number of

the client

Tenure of contract Value of contract

Important: Only certificates issued by the clients on their letter head with date of issue and containing

requisite details (like date of commencement and completion, cost etc) will be considered. Copies of

work orders, extension letters, bills, and the like will not be considered.

2. Documents to be submitted by the successful Tenderer before award of work:

a. Proof of Financial Capacity from his bankers/Chartered Accountant

b. Audited balance sheet and Profit/Loss A/c for 2014-15, 2015-16, 2016-17, 2017-18

and 2018-19.

Signature of Tenderer, Seal & address

Date:

24 | P a g e

ANNEXURE - III

QUALITY ASSESSMENT SHEET

(submit with technical bid)

Important: This carries 70% marks and the marks scored in this will be used for evaluation of

tender.

Name of the Agency: _______________

Period of service availed from Agency: _____________ to ______________________

(Please tick √ numerical assessment – 5 being the maximum score)

Sl.

No. Description 1 2 3 4 5

Remarks/

Justification

01

Agency has experience (Attach Establishment

Certificate original & Renewal)

10 to 15 Yrs – 3 marks

>15 Yrs to 20 Yrs – 4 marks

> 20 Yrs – 5 marks

02 Bank Solvency Certificate (Attach Bank Sol.

Certificate)

1 to 1.5 Crores – 3 marks

>1.5 to 2 Crores – 4 marks

> 2 Crores – 5 marks

03

Annual average turn over for last five years.

(Attach certificate of CA) (2014-15, 2015-16, 2016-

17, 2017-18, 2018-19)

15 to 25 Crores – 3 marks

> 25 to 50 Crores – 4 marks

> 50 Crores – 5 marks

Experience of State/Central Govt,/Large

corporate sector (Attach experience certificate only)

3 to 4 Years – 3 marks

>4 to 5 Years – 4 mrks

>5 years – 5 marks

04

Staff on PF Roll in 2018-19 (Attach Electronic

Challan cum Return ECR for the month of March

2019)

200 to 300 – 3 marks

>300 to 500 – 4 marks

>500 – 5 marks

05

One similar completed work order costing (Attach

Completion certificate alongwith work order issued

by the Principal employer)

1.5 to 3 Crores – 3 marks

>3 to 5 Crores – 4 marks

>5 Crores – 5 marks

06

Record maintenance and monitoring mechanism

25 | P a g e

07

for manpower and material (Attach PF, ESIC

challans for previous one year etc. and List of

material available in the inventory)

08

Welfare measures by the Agency to their staff.

(Attach documentary proof, if any)

09

Equipment and machinery deployed and used.

(Attach list of equipments/instruments etc available

in the inventory)

10

The agency did comply with labour laws by

ensuring timely contributions to EPF, ESI etc

and provided salary slips, PF slips, ESI cards etc

to individuals and the confirmation data on the

same to organization on a regular basis.

Note : 1. For item No. 1 to 10 the Agency is required to submit the documentary evidence as

per the Technical bid Annexure- I and II and the other documents mentioned in the

said items.

2. The Institute appointed committee may visit/enquire at the site and based on visit,

performance will be assessed.

3. The qualifying criteria under quality assessment is 70 marks. The Tender

committee will declare the name of the qualified contractor who scores more

than/equal to 50 marks based on the above said assessment.

26 | P a g e

ANNEXURE-IV

Technical Bid

To be filled by the Tenderer

Important: Please read the Notice Inviting Tender before filling this.

CHECK LIST for PART-I

Sl

No.

Details Furnished /

Attached

At Page

No.

1 License Number and other details YES/NO

2 EPF Registration Certificate YES/NO

3 ESIC Registration Certificate YES/NO

4 Income Tax Return for FY 2017-18 YES/NO

5 Experience Certificate YES/NO

6 List of Organizations where presently engaged YES/NO

7 List of Organizations where similar works have been

carried out in the past

YES/NO

8 Quality Assessment Certificates (Performa enclosed) YES/NO

9 Tender processing fee in the form of DD (in separate

envelop super scribing on it the details)

YES/NO

10 EMD in the form of DD (in separate envelop super

scribing on it the details)

YES/NO

11 Letter of Acceptance YES/NO

12 Undertaking by the Contractor YES/NO

13 Letter of Consent YES/NO

Check List for Part –II

1 Price Bid Part-II (A) YES/NO

2 Price Bid Part-II (B) YES/NO

3 Statement of details of expenditure YES/NO

Signature of the tenderer

with name and rubber stamp

27 | P a g e

ANNEXURE-V

PART-II

PRICE BID– (A)

Minimum Number of workers to be engaged as assessed by NITIE for Housekeeping and cleaning

works at 03 PGP Hostels:

Supervisors at the Contractor’s cost : 02 (Two)

Unskilled workers: 44 (Forty Four).

TO BE FILLED BY THE CONTRACTOR: Please refer to rates pertaining to ‘A’ Area as

contained in The Chief Labour Commissioner (Central),Ministry of Labour & Employment, GOI vide

No. B-27(1)/2019 dated 30 Sep 2019, for revised rates of minimum wages.

A) I/We shall charge the Service Charges ………………… % (in figure)

………………………………………………………………………………. Percentage (in

words) on the Total Monthly Package (for manpower cost only)reimbursement bill as per

the Terms and Conditions of the tender document.

B)

Sr

No.

Description of Items Rates in

Figure (Rs)

Rates in words (Rs)

1. Total Manpower cost per Month

for the Housekeeping &

Cleaning work including

Service Charge as per Annex-

VI

2 Fixed Monthly Charges for

Cleaning Materials,

Instruments/Machinery,

Chemicals etc. per Month as per

Annexure-VII

3 Grand Total (1 & 2) per Month

4 Amount for one Year

Note:

1. Month means 26 days.

2. Rate of Basic Wage shall not be less than the rate notified in Memorandum cited above.

3. Contractor’s Service Charges at Sl.No.A, profit should not be less than TDS. Separate rate or

amount should not be quoted for uniform/liveries and footwear failing which the tender stands

automatically disqualified. 4. Taxes, statutory levies, if applicable will be paid as rules in force from time to time.

Signature of the Tenderer with Seal &Address

Date:

28 | P a g e

ANNEXURE-VI

PRICE BID– B (I)

Details of Manpower cost

Sr

No.

Component of Wages Per Unskilled Worker per day

(Rs.)

1 Minimum Basic Wage per day

2 EPF (Employer contribution) @13% on Sr No 1

3 ESIC (Employer Contribution) @ 3.25% on Sr No

1

4 Total (1 to 3) per day per person Rs.

5 Contractor Profit & Work Charge Establishment

_________ percentage(%)on Sr No. 4.

6 Total (4 & 5)

Date : Signature of the Tenderer with Seal &Address

29 | P a g e

ANNEXURE-VII

PRICE BID – B (II)

Details of Cleaning Material/Chemical Charges

Sr.

No Details of Chemicals

Brand

Name Quantity Charges/Month Total (Rs)

Total

Taxes if any

Total

Date : Signature of the Tenderer with Seal &Address

30 | P a g e

LETTER OF ACCEPTANCE

I/We have read the Tender conditions including the General Terms and Conditions of the contract

given in the tender document. I/We agree to abide by the same.

Contractor’s Seal & Signature

Date:

Address for Correspondence:

___________________________________

___________________________________

___________________________________

___________________________________

31 | P a g e

UNDERTAKING BY CONTRACTOR

I/We hereby certify that:

Full manpower will be engaged on daily basis for the Services sought under this contract on rotation

basis (if required) as per given schedule or as per instructions issued by NITIE, Mumbai along with

the sufficient quantity of branded cleaning material/chemicals for the housekeeping and cleaning

purpose. On holidays, Saturdays and Sundays the deployment will be restricted to fifty percent of the

strength.

I/we have made the site visit in order to evaluate their level of services to be rendered and quoted

accordingly.

I/We have specified the number of persons to be engaged daily (man-power) to execute all the works

as mentioned above at NITIE, Mumbai.

I/We agree that we will provide sufficient quantity of cleaning material as mentioned in the Tender

document.

I/We agree that the payment will not be made for the work not carried out in any of the above areas.

I/We will provide staff for shifting of furniture and small equipment as and when required by NITIE,

Mumbai.

I/We agree to pay minimum wages, EPF, ESI, bonus, and other statutory payments on or before

7th day of every month. Further, I/We agree to submit proof of payment of wages i.e. ECS statement

and challans, ESI and EPF contributions along with the bill for the current month. We further

undertake to abide by all the provisions of law, enactments, notifications and circulars issued by the

competent Authorities. We shall keep the Institute fully indemnified and continue to keep the Institute

indemnified for all the consequences arising out of our non-compliance of the provisions of law.

Substitute workers/Supervisor will be made available as and when required. Extra manpower if any

called during conference/meetings, shifting of materials from one location to another, etc. will be

provided even at short notice.

Two sets of Uniforms, Identity Card, and 2 pairs of footwear will be issued to all the workers within

15 days of engagement of workers and it will be replaced as and when required and all the expenditure

will be borne by me/us.

We shall protect the interest of the Institute in respect of this contract agreement as well as against the

action of any of our employees.

Contractor’s Signature and seal

Place:

Date:

32 | P a g e

LETTER OF CONSENT

Date: ____________

To

The Director

NITIE, Mumbai-400087

Tender Ref. No. _____________________________________________

Name of Work: Housekeeping and Cleaning services on contract basis at 03 PGP Hostel

buildings, NITIE, Mumbai.

Sir,

I/We understand the nature and quantum of work to be carried out. I/we have read the various

conditions to tender including general conditions and hereby agree to abide by the said terms and

conditions. I/We also agree to keep this tender open for acceptance for a period of 60 (Sixty) days

from the date fixed for opening the Part I and in case the tender is withdrawn within the validity period

or the contract if awarded is not accepted, I/We understand that my/our “Earnest Money Deposit”

submitted along with the tender to NITIE, Mumbai will be liable for forfeiture. The rate quoted is firm

and I/we will execute the work as per the rates quoted in the attached schedule and hereby bind

myself/ourselves to carry out the work during the entire contract period as per the letter of acceptance

of the tender/contract. I/We also hereby agree to abide by the rules and regulations of the NITIE,

Mumbai, general conditions of the contract as amended from time to time and to carry out the work

according to the conditions of the contract laid down by NITIE, Mumbai.

Earnest Money in the form of Demand Draft /Bank’s Pay Order drawn in favour of NITIE, Mumbai

from a Scheduled bank is attached with the tender papers. The full value of the Earnest Money shall

stand forfeited without prejudice to any other right to remedies if:-

i) I /We do not execute the contract documents within 7 (seven) days after getting

information from NITIE, Mumbai, or

ii) I / We do not commence the work within 15 (fifteen) days after getting information from

NITIE, Mumbai.

Until a formal agreement is prepared and executed, acceptance of this tender shall constitute a binding

contract between us subject to modifications, as may be mutually agreed between us and indicated in

the letter of acceptance of my/our offer for this work.

Signature of Tenderer(s) with Stamp, Address:

(Note: No change should be made by the tenderers except filling-up details mentioned in the formats

meant for Technical Bid, its Annexures and Price Bid, its Annexures. In case any change is made in

the content of the formats, except filling-up details, it shall be treated as unauthorized and such tender

will stand automatically disqualified.)

33 | P a g e

Rate Analysis

Minimum wages and VDA for “Employment of Sweeping and Cleaning excluding activities

prohibited under the Employment of Mannual Scavengers and Construction of Dry Laterines

(Prohibition Act, 1993” by Ministry of Labour& Employment, Government of India :

Sr No Wages as per Minimum Wages Act Per Day / Per

Staff

1 Minimum Wages (Basic + VDA) 603.00

2 EPF (Employer Contribution) @ 13% on Sr No. 1 78.39

3 ESIC (Employers Contribution) @ 3.25% on Sr No. 1 19.60

4 Total (1 to 3) 700.99

5 Contractor Profit and Work Charge Establishment @15% on Sr No. 4 105.15

6 Total (4&5) 806.14

7 Say Rs. 806.00 – calculated excluding Bonus Payment 806.00

8 Amount per month per person (Rs. 806 x 26 Days) or as per actual

manpower days

20956.00

Note : 1. Minimum Wages and VDA fixed by Office of the Chief Labour Commissioner (C),

Ministry of Labour & Employment, GOI, vide order No. B-27(1)/2019 dated 30 Sep 2019.

2. GST, statutory levies etc., if applicable, will be paid as per rules in force from time to

time.

3. Bonus : The amount of bonus will be reimbursed as per the Payment of Bonus (Amendment)

Act 2015 issued by Govt. of India.

4. Contractor’s profit and work charges establishment should not be included in the bill of Bonus

payment; NITIE will reimbursed only the actual Bonus payment to the eligible Housekeeping

staff only ; Bonus payment made to the Supervisors will not be reimbursed by NITIE,

Mumbai ; Bonus paid or payable to Supervisors is liability of the Contractor.

5. The cleaning material/chemical and Instruments/Equipment’s is estimated at Rs.30,000/-

per month i.e. Rs. 3.60 Lacs per Annum.

6. Contractor’s profits and work charge Establishment should not be quoted less than TDS and

contractor’s own profit.

34 | P a g e

Rate Analysis for Uniform and Liveries Etc.

Sr

No.

Uniform and Liveries for 12 Months Rate per

unit/piece

(Rs)

For 44 Staff Total Amount

(Rs)

1 Uniform with Company Emblem (Shirt and Pant

for Male and Saree with Blouse pieces including

stitching charges for Female)(Yearly 2 sets)

800.00 88 sets 70400.00

2 Bathing Soap (75 gram) (1 each per month) 12.00 528 nos. 6,336.00

3 Towels (1 each per month) 18.00 528 Nos. 9,504.00

4 Masks and Gloves (2 each per month) 50.00 1056 Nos. 52,800.00

5 Bata make Sandal Chappal with buckle (Yearly 1

pair)

699.00 44 pairs 30,756.00

6 Total Amount per Year for 44 Staff 1,69,796.00

7 Amount per month for 44 staff (Sr No. 6/12 months) 14,149.67

8 Amount per day for 44 staff(Sr No. 7/26 Days) 544.22

9 Amount per staff per day(Sr No. 8/44 staff) 12.37

Note : The bills for the Uniform and Liveries is to be submitted quarterly alongwith the Challans for

reimbursement. On verification of records and quality same will be reimbursed by NITIE on quarterly

basis.

Identity cards : The contractor will issue identity cards to his workers/Supervisors after getting them

verified by NITIE, Mumbai. Copy of the identity cards, handed over to Security Department of

NITIE. Any worker or Supervisor/s found without identity card will not be permitted to enter the

premises.

REGISTRAR